What you need for a music night

A music night needs more than speakers and a playlist. Plan drinks and snacks for the full guest count, then check that you have enough glasses, plates, serving dishes and waste bins. The sound setup also needs practical extras such as extension cords, power strips and spare batteries. Use this shopping list alongside your event plan so refreshments, lighting and equipment are ready before guests arrive.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 2
Coat racksqty 2

Tableware

Reusable glassesqty 70
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Pitchersqty 4
Thermos flasksqty 3
Cutting boardsqty 3
Kitchen knivesqty 4

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Laptop
Music standqty 2
Extension cordsqty 4
Power stripsqty 6
Spare batteriesqty 12

Lighting

LED lampsqty 6
String lightsqty 4
Flashlightsqty 3

Decorations

Tableclothsqty 6
Lightweight garlandsqty 8
Program standsqty 4
Name badgesqty 60

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Tonic - 3 bottles
- Ginger ale - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 4 crates
- Alcohol-free beer - 12 bottles
- White wine - 6 bottles
- Red wine - 3 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 5 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Ice cubes - 8 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salted peanuts - 3 bags
- Snack mix - 4 bags
- Olives - 4 jars
- Pickles - 2 jars
- Cheese cubes - 2 kilos
- Brie - 4 pieces
- Grapes - 3 kilos
- Apples - 30 pieces
- Carrots - 2 kilo
- Cucumbers - 5 pieces
- Cherry tomatoes - 2 kilos
- Hummus - 6 tubs
- Garlic sauce - 3 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Baguettes - 8 pieces
- Crackers - 6 packs
- Gluten-free crackers - 2 packs
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 6 packs
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 4 bottles

Tips

Plan around two to three drinks per guest for the first hour, then allow roughly one drink per person per additional hour. Chill drinks in advance and keep pitchers and thermos flasks available for non-alcoholic options.
Buy or bring enough serving items for the registered guest count, plus about 10% extra. Glasses, plates and cutlery are easy to overlook when the buffet and check-in desk are set up in separate areas.
Allow at least one extension cord and one power strip for the audio area, and keep spare batteries with the microphones and other battery-powered equipment. Test every connection before the music program starts.
Provide one clearly visible waste bin near the buffet and another near the seating area. Add allergen labels to snacks before guests arrive, especially after collecting dietary requirements during registration.
Prepare lighting for both the room and practical work: LED lamps or string lights for the atmosphere, and flashlights for checking cables or finding supplies after the main lights are dimmed.

Frequently asked questions

How much food and drink do I need for a music night?: Allow two to three drinks per guest during the first hour and about one more drink per guest for each later hour. For snacks, plan at least two portions per person per hour, with extra options for the dietary requirements collected during registration.
What serving equipment is needed for a music night?: Prepare one glass, plate and cutlery set per guest, then add about 10% extra for replacements. You will also need serving platters, pitchers, cutting boards, kitchen knives and enough buffet space for the planned snacks.
What audio equipment should I bring to a music night?: The basic setup includes active speakers, a mixer, microphones, microphone stands, a laptop and a music stand. Pack extension cords, power strips and spare batteries, then test the playlist and sound level at least 60 minutes before guests arrive.
When should I buy and prepare supplies for a music night?: Buy shelf-stable snacks, labels and disposables at least two to three days beforehand. Chill drinks the day before, and finish the final equipment and shopping check no later than the morning of the event.

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